How to import invoices from previous softwares using CSV into your CRM?

Updated January 16, 20263 min read

Overview

You can transfer invoices directly into your CRM by uploading a properly formatted CSV file. This guide covers:

Required CSV headers and their purposes
Optional columns you may include
How to upload and map fields
Troubleshooting and finishing the import

Required CSV Columns

The following columns (marked with *) are mandatory. Make sure they appear exactly as shown and have valid data in each row.

Header	Description	Sample Data	Mandatory?
`*InvoiceNo`	Unique identifier for the invoice	1001	Yes
`*InvoiceName`	Title or reference name for the invoice	Web Design Invoice	Yes
`*CustomerName`	Full name or company name of the customer	Jane Doe / Acme Corp	Yes
`*CustomerEmail`	Email address of the customer	[email protected]	Yes
`*IssueDate`	Date the invoice was created; format can vary (e.g. `MM/DD/YYYY`)	03/01/2025	Yes
`*DueDate`	Date the invoice payment is due	04/01/2025	Yes
`*Currency`	Currency code (e.g. `USD`, `CAD`)	USD	Yes
`*ItemName`	The name of the invoice line item	Design Service	Yes
`*ItemRate`	The cost per unit for the line item	500	Yes

Optional CSV Columns

You can include these columns to capture additional invoice details. If you don’t have data for an optional field, leave it empty.

Header	Description	Sample Data	Mandatory?
`Terms`	Payment terms or notes	Net 30	No
`ItemDescription`	Extra details about the item/product	5 hours of design work	No
`ItemQuantity`	Quantity of each item	2	No
`Taxable` (Y/N)	Indicates if the item is taxable (Y or N)	Y	No
`TaxName`	Name of the tax associated with the item	Sales Tax	No
`TaxRate`	Percentage rate of the tax	10	No
`DiscountType`	Type of discount applied (`Fixed` or `Percentage`)	Percentage	No
`DiscountValue`	The discount amount (either a fixed value or a % based on `DiscountType`)	10	No
`Status`	Invoice payment status (`Paid` or `Partially Paid`)	Paid	No
`AmountPaid`	Amount the customer has already paid	200	No

Example CSV Snippet

Below is a minimal CSV snippet with both required and optional columns. (A real CSV would have more rows.)

*InvoiceNo	*InvoiceName	*CustomerName	*CustomerEmail	*IssueDate	*DueDate	*Currency	*ItemName	*ItemRate	Terms	ItemDescription	ItemQuantity	Taxable	TaxName	TaxRate	Status	AmountPaid
INV001	Web Design	John Doe	[email protected]	03/01/2025	03/31/2025	USD	Homepage Design	300	Net 30	Design of homepage	1	Y	Sales Tax	10	Paid	300
INV001	Web Design	John Doe	[email protected]	03/01/2025	03/31/2025	USD	Contact Page Design	200	Net 30	Design of contact page	1	Y	Sales Tax	10	Paid	200
INV002	SEO Services	Acme Inc	[email protected]	03/05/2025	04/05/2025	USD	Keyword Research	150		Comprehensive keyword research	1	N				150
INV002	SEO Services	Acme Inc	[email protected]	03/05/2025	04/05/2025	USD	On-page Optimization	250		Optimizing page elements	1	N				250
INV002	SEO Services	Acme Inc	[email protected]	03/05/2025	04/05/2025	USD	Link Building	200		Building quality backlinks	1	N				200

Tip: If you open your CSV in a spreadsheet editor like Excel or Google Sheets, ensure your top row has these column headers in exactly the same spelling and order (the order can vary, but the header names must match perfectly for the required fields).

Uploading Your CSV into the CRM

Click Import using CSV
- Go to the Invoices section of your CRM.
- Choose Import Invoices.
Upload Your File
- Click Upload CSV (or drag-and-drop your file) and follow any on-screen prompts.

Map Fields and Confirm Date Formats

Map each CSV column to the corresponding CRM field if prompted. The system often auto‐detects these fields, but review them carefully.
Confirm or adjust the date format (e.g., MM/DD/YYYY vs. DD/MM/YYYY).

Troubleshoot and Re‐Upload if Necessary

If any required field is missing, or if the CRM sees invalid data (like a non‐date in your *IssueDate field), you’ll see an error screen.
Correct the issues by editing your CSV or adjusting your field mappings.
Re‐upload the corrected file until the CRM shows no further errors.

Finalize Your Import

Click Import or Finish once the system reports no errors.
You’ll see a confirmation message and can then view your newly created invoices within the CRM.

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